Describe who needs screening, their requested access, and your review steps. Makeform builds a security screening form with conditional questions, acknowledgments, and internal review fields.
Route screening submissions to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a scenario, adapt its details, or send the example prompt to the builder.
Audience
Guests requesting access to a workplace
Format
Pre-arrival form with host and access details
Prompt size
257 chars
Example form structure
Pre-arrival form with host and access details
Visitor identity and contact details
Host, purpose, and visit schedule
Which areas are requested?
Do you need parking access?
Site rules acknowledgment
Suggested routing tags
Ready for review
Needs follow-up
Access decision
Separate respondent answers from reviewer decisions and internal notes.
Step 1
Request
identity, sponsor, purpose, date, and access area
Step 2
Review
check required details and ask targeted follow-ups
Step 3
Decide
record access scope, timing, and reviewer outcome
Step 4
Close
confirm arrival, badge return, or access expiration
A better intake path
Ask common questions once, then reveal role-specific follow-ups only when they apply.
Show vehicle questions to drivers, equipment questions to vendors, and credential questions to staff.
Capture buildings, rooms, systems, entry points, and time windows as separate fields.
Keep submitted facts, acknowledgments, notes, and decisions in distinct workflow stages.
Common screening scenarios
Identify the person, confirm their sponsor and purpose, define access, and route the decision to a reviewer.
Host, purpose, arrival, requested areas, parking, emergency contact, and site-rule acknowledgment.
Registration, role, credential, arrival, equipment, vehicle needs, and entry route.
Sponsor, work order, zone, schedule, roster, tools, escort, and access period.
Manager-sponsored requests for job duties, locations, systems, training, status, and expiration.
Build the workflow
Start with the decision, then collect only the information reviewers need.
Name the audience, reviewer, access decision, and relevant site, event, or department.
Remove unnecessary questions and branch by role, location, vehicle, or equipment.
Send submissions to reviewers with a reference number and status for follow-up.
Record reviewer, scope, timing, conditions, status, and badge or access closeout.
Choose the right intake method
A generated form standardizes required details while separating public answers from internal review.
Field guide
Adapt these sections to your policy, collect only purposeful information, and explain its use.
Identity and contact
Match the person to the visit, assignment, registration, or staff record with searchable fields.
Sponsor and purpose
Identify someone who can confirm why access is needed, plus the purpose in plain language.
Access scope
Use structured locations, systems, entry points, and time windows so scope and end dates stay visible.
Role-specific details
Branch by role so contractors, exhibitors, drivers, and employees answer only relevant questions.
Notice and acknowledgment
Explain the purpose and onsite rules without suggesting that submission automatically grants access.
Reviewer decision
Give authorized reviewers consistent checks and statuses while keeping internal notes separate.
Related tools
Connect screening to registration, staff details, emergency contacts, and incident reporting.
Route structured background-check requests to the responsible team.
Open toolCollect registration details before screening or credential steps.
Open toolCollect staff details for onboarding and access handoffs.
Open toolGather emergency contacts for staff, visitors, or attendees.
Open toolFAQ
Answers for HR teams, event organizers, facilities teams, and reviewers.
It is a structured intake used before workplace, event, facility, or system access. It collects identity, sponsor, purpose, timing, requested areas, and acknowledgments for review. Submission does not itself grant access.
Ask for name, organization, contact, host, purpose, schedule, and requested areas. Add conditional parking, vehicle, equipment, assistance, escort, or emergency-contact questions. Keep site-rule acknowledgment public and reviewer notes internal.
Yes. Branch from a role question. Staff see manager and system fields, vendors see work-order and tool fields, and attendees see registration and credential fields. Shared identity, timing, notice, and acknowledgment fields stay consistent.
Collect only information with a defined purpose, explain its use, and restrict review to the appropriate team. Set follow-up and removal practices according to your organization’s policies and applicable requirements.
No. Separate submission, review, and decision. A reviewer should record the outcome, permitted scope, access window, conditions, and expiration before the operational team acts.
Yes. Link a registration reference, branch by participant role, and collect arrival, credential, equipment, vehicle, and entry-rule details. Use a separate form for onsite incidents.
Yes. Makeform provides unlimited free forms and responses. Generate, edit, publish, and collect requests without a response cap; the paid tier only removes the Makeform badge.
Require essentials, assign a reference, and use clear statuses. Route responses to reviewers, keep follow-up with the original request, and notify respondents without exposing internal notes.
Replace scattered screening emails.
